DMA-RFP-329 Draft.pdf

DMA-RFP-329-Dining/Catering

Request for Proposal (RFP) Dining/Catering Services

DMA-RFP-329

Contact Information John D. Connor, Purchasing Director

John.D.Connor2.nfg@army.mil (904) 823-0241 Neal Newton, Contract & Grants Manager neal.newton@dma.fl.gov (904) 823-0243

82 Marine Street St. Augustine, FL 32084 mailto:John.D.Connor2.nfg@army.mil mailto:neal.newton@dma.fl.gov

CALENDAR OF EVENTS

The following time schedule will be strictly adhered to in all actions relative to the RFP, unless modified by the Department by addendum to this RFP.

Date Time Action Location 1/23/25 C.O.B. RFP issued and advertised MyFlorida.com web site, Vendor

Bid System https://vendor.myfloridamarketplace .com

2/4/25 2:30 PM Mandatory Site Visit Conference Center, BLDG 1515, Avenue A, 5629 State Road 16 W, Starke, FL 32091

2/6/25

2:00 PM

Deadline for written question submission. Questions may be submitted earlier.

Send to:

John.D.Connor2.nfg@army.mil and neal.newton@dma.fl.gov

*2/10/25

C.O.B.

Anticipated date that questions and response will be posted on the vendor bid system.

MyFlorida.com web site, Vendor Bid System https://vendor.myfloridamarketplace .com

*2/10/25

Anticipated date that solicitation amendment may be posted as a result of questions submissions, omissions, changes or clarifications.

MyFlorida.com web site, Vendor Bid System https://vendor.myfloridamarketplace .com

2/27/25

All Proposals/Bids Due - Proposal/Bid Opening Note: Evaluator Instruction/ Evaluation Process begin immediately following the opening.

Opening location will be at:

Saint Francis Barracks, Purchasing Office, 82 Marine Street, Saint Augustine, Florida 32084

*3/4/25 2:00 PM Anticipated Posting of the Short list of Respondents

MyFlorida.com web site, Vendor Bid System https://vendor.myfloridamarketplace .com

3/11/25 10:00AM-

3:00 PM

Short list Management Team Oral Presentations

Conference Center, BLDG 1515, 3/11/25

Evaluation Committee meets to discuss best and final offers and determine award recommendation.

Conference Center, BLDG 1515, *3/12/25

Anticipated Date of Posting Bid Tab & Notice of Intended Award (72 hrs. period ends C.O.B. 3/17/2025).

MyFlorida.com web site, Vendor Bid System https://vendor.myfloridamarketplace .com

C.O.B –By Close of Business - Bold Print indicates a meeting and all meetings in the calendar of events (which includes evaluator instructions) are open to the public.

* Note: Dates shown are estimates and are subject to change https://vendor.myfloridamarketplace.com/ https://vendor.myfloridamarketplace.com/ mailto:John.D.Connor2.nfg@army.mil mailto:John.D.Connor2.nfg@army.mil mailto:neal.newton@dma.fl.gov https://vendor.myfloridamarketplace.com/ https://vendor.myfloridamarketplace.com/ https://vendor.myfloridamarketplace.com/ https://vendor.myfloridamarketplace.com/ https://vendor.myfloridamarketplace.com/ https://vendor.myfloridamarketplace.com/ https://vendor.myfloridamarketplace.com/

(Bid Opening

Attachment M Notice of Intent to Participate

Solicitation DMA-RFP-329

Item(s) for BID Dining/Catering Service

Potential proposal/bidders should notify our office by returning this Bid Registration Form as soon as possible after downloading. Complete the information below and email this sheet only to the Department of Military Affairs at neal.newton@dma.fl.gov or mail to the address below before bid opening date:

State of Florida

Department of Military Affairs State Quartermaster – P&C

82 Marine Street P. O. Box 1008

St. Augustine, Florida 32085-1008

Note: Completion/Submission of this form is for informational purposes only. No information will be provided as a result of submission. All available documentation and solicitation information will be available on the Florida Vendor Bid System unless otherwise noted. The Solicitation document is subject to change. Notice of changes (addenda) will be posted on the Florida Vendor Bid System at https://vendor.myfloridamarketplace.com/ It is the responsibility of all potential proposal/bidders to monitor this site for any changing information prior to submitting your proposal/bid.

Company Name

Authorized Company Representative:

Mailing Address

Telephone No. Fax No.

Email Address

Table of Contents

1.0 Invitation and General Information 1.1 Invitation

1.2 Purchasing Director

1.3 Contract Administrator

1.4 Contract Manager

2.0 2.0 General Conditions PUR 1001 - General Instructions to Respondents

3.0 3.0 General Conditions PUR 1000 - General Contract Conditions

4.0 4.0 Special Conditions 4.1 MyFloridaMarketPlace

4.2 Minority Business Enterprise (MBE) Utilization

4.3 Communications, Bid Questions & Answers

4.4 Estimated Expenditures

4.5 Qualifications

4.6 Department Reservations and Responsiveness of Bids

4.7 Vendor’s Contractual Obligations

4.8 Costs Incurred in Responding

4.9 Bid/Proposal Submission

4.10 Bid/Proposal Opening

4.11 Review, Evaluation & Negotiation Process

4.12 Posting of Intended Award

4.13 Award of Contract

5.0 Technical Specifications/Statement

of Work

5.1 Introduction

5.2 Scope of Work

5.3 Mandatory Site Visit

5.4 Contractor Responsibilities

5.5 DMA Contract Manager Responsibilities

5.6 Performance and Consequences

5.7 Payments

5.8 Special Considerations

6.0 Bid Submittal 6.1 Proposal

6.2 Reply Evaluation Criteria

6.3 Acknowledgement Sheet

6.4 References

6.5 Drug Free Workplace

6.6 Minimum Qualifications Statement

6.7 Required Certifications

6.8 Cross Reference Table

6.9 Payment Proposal

Attachments A Price Sheet B Vendor References C Certification of Drug-Free Workplace D Minimum Qualifications Statement E Vendor Certifications F Cross Reference Table G Vendor Check List M Intent to Participate

1.0 Invitation and General Information:

1.1 Invitation: Department of Military Affairs is soliciting proposals for a management service agreement to operate its dining/catering services within the Camp Blanding Conference Center located at the Camp Blanding Joint Training Center (CBJTC) in Starke, Florida. The agreement will be effective on April 1, 2025, and will include daily dining/buffet options as well as catering services on an as needed basis. It is our intent to grant the successful contractor exclusive rights to the operation of the dining services at this facility. Other food options exist at the CBJTC, there is a dining room provided for students of the Florida Youth Challenge Academy, a federally contracted dining facility at the Regional Training Institute (RTI), the Base Exchange (BX) sells snacks, coffee, drinks, microwave items, and sandwiches.

DMA is seeking a company with an established record of providing high quality, innovative dining services. Companies should have the financial base to be able to provide substantial investment and commission funding to operate the DMA Dining Services. This is a revenue contract, rather than a purchase. DMA will not be paying a vendor for services; rather the vendor will pay the DMA a portion of all revenues and/or facility rent.

The services are expected to begin on or about April 1, 2025, for a contract period of five years ending on March 31, 2030.

Vendors submitting a proposal/bid must be registered in MyFloridaMarketPlace prior to contract award. (see NEW REGISTRATION REQUIRED FOR FLORIDA VENDORS section, 4.1). A vendor shall not be considered for an award if not registered in MyFloridaMarketPlace.

1.2 Purchasing Director: The Purchasing Director, acting on the behalf of the Department of Military Affairs, is the sole point of contact regarding all procurement matters relating to the RFP, from the date of release until the Department's Notice of Agency Decision.

John Connor, Purchasing Director

State Quartermaster – P&C 82 Marine Street St. Augustine, Florida 32084 Telephone No. (904) 823-0241 Email: John.D.Connor2.nfg@army.mil

1.3 Contract Administrator: The DMA employee identified below is designated as Contract Administrator and shall act on behalf of the Department of Military Affairs for contractual matters and is responsible for maintaining a contract file, financial information and serves as a liaison with the contract managers.

mailto:John.D.Connor2.nfg@army.mil

Neal Newton, Contract & Grants Manager FCCM

State Quartermaster – P&C 82 Marine Street St. Augustine, Florida 32084 Telephone No. (904) 823-0243 Email: neal.newton@dma.fl.gov

1.4 Contract Manager: The DMA employee identified below is designated as Contract Manager and shall act on behalf of the Department of Military Affairs. The Contract Manager is responsible for enforcing performance of the contract terms and conditions and serves as a liaison with the contractor after the Notice of Agency Decision has been completed and the Contract is executed.

Mike Kubisiak, Program Manager CBJTC Post Exchange & Recreation 5629 State Road 16 West Bldg 3006 Starke, FL 32091 Telephone No.: (904) 682-3790 Ext. 3513 Cell No.: (904) 234-0493 Email: michael.t.kubisiak.nfg@army.mil

2.0 General Conditions: General Instructions to Respondents (PUR1001)

This section explains the General Instructions to Respondents (PUR 1001) of the solicitation process. This is a downloadable document. Please download and save this document to your computer for further review. There is no need to return the document to the Department of Military Affairs.

http://dms.myflorida.com/content/download/2934/11780

Exception: Item 3 - DMA does not currently accept Electronic Submission of Responses.

Exception: Item 5 - Refer to Section 4.3 Exception: Item 7 – Refer to Section 4.5.3

3.0 General Conditions: General Contract Conditions (PUR 1000) This section explains the General Contract Conditions (PUR 1000) of the solicitation process. This is a downloadable document. Please download and save this document to your computer for further review. There is no need to return this document to the Department of Military Affairs.

http://dms.myflorida.com/content/download/2933/11777

4.0 SPECIAL CONDITIONS

4.1 MyFloridaMarketPlace

Since July 1, 2003, the Department has been using the State of Florida's web-based electronic procurement system, MyFloridaMarketPlace. BIDDERS MUST BE REGISTERED IN THE

STATE OF FLORIDA'S MYFLORIDAMARKETPLACE SYSTEM BY DATE OF

mailto:neal.newton@dma.fl.gov mailto:michael.t.kubisiak.nfg@army.mil http://dms.myflorida.com/content/download/2934/11780 http://dms.myflorida.com/content/download/2933/11777

CONTRACT AWARD OR THEY WILL BE CONSIDERED NON-RESPONSIVE. All prospective bidders that are not registered should go to https://vendor.myfloridamarketplace.com to complete on-line registration or call 1-866-352- 3776 for assisted registration.

4.2 Minority Business Enterprise (MBE) Utilization

DMA encourages the recruitment and utilization of certified and non-certified minority businesses. DMA, its vendors, suppliers, and consultants should take all necessary and reasonable steps to ensure that minority businesses have the opportunity to compete for and perform contract work for the DMA in a nondiscriminatory environment.

To request certification or to locate certified MBEs, call the Office of Supplier Diversity, Department of Management Services at (850) 487-0915, or access their MBE directory on the Internet at www.osd.dms.state.fl.us.

4.3 Communications, Solicitation Questions and Answers

No decisions or actions shall be initiated or executed by a vendor as a result of any discussion with any State employee. Only those communications that are in writing from the office of Purchasing & Contracts may be considered as duly authorized expressions on behalf of this Department. The only recognized exception is that questions will be answered during Mandatory Site Visits or Briefings.

Any questions arising from this RFP must be forwarded, in writing, to the procurement officials designated in Sections 1.2 and 1.3 above. DMA’s written response to written inquiries submitted timely by bidders will be posted on the Florida Vendor Bid System at https://vendor.myfloridamarketplace.com (click on "Search Advertisements"), under this bid number. It is the responsibility of all potential bidders/proposers to monitor this site for any changing information prior to submitting their bid/proposal.

Only written inquiries from vendors, which are signed by persons authorized to contractually bind that company, will be recognized by the Department as duly authorized expressions on behalf of the vendor.

4.4 Estimated Expenditures

This is a revenue contract, rather than a purchase. DMA will not be paying a vendor for services; rather the vendor will pay the DMA a portion of revenues and/or rent.

4.5 Qualifications

4.5.1 General: The Vendor must prove to the satisfaction of DMA that their company has actively and normally been engaged in business for the services/items being procured under this solicitation for at least three (3) years of continuous operation. (This shall be https://vendor.myfloridamarketplace.com/ http://www.osd.dms.state.fl.us/ http://www.myflorida.com/ demonstrated through references which have been in place at least one (1) continuous year). The Bidder/Proposer shall have available under their direct supervision, the necessary organization, experience, equipment and staff to properly fulfill all the conditions, requirements, and specifications required under this solicitation.

4.5.2 Vendor Qualifications: When submitting the proposal, each respondent must submit a written statement, detailing their qualifications that demonstrate they meet the minimum qualifications contained in 4.5.1. Failure by the bidder/proposer to provide the above item(s) will constitute a non-responsive determination. Bids/Proposals found to be non-responsive will not be considered. Attachment D is provided for your convenience and may be used as part of your bid/proposal. This form is not required for an RFP as it may not offer sufficient space for the detail required. However, submission of the form may assist in the initial review (See 4.13) in determining that the requirements of 4.5.1 have been met.

4.5.3 Convicted Vendors: A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid, proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a bid, proposal, or reply on a contract with a public entity for the construction or repair of a public building or public work; may not submit bids, proposals or replies on leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract threshold amount provided in Florida Statute

287.017 for CATEGORY TWO for a period of 36 months following the date of being placed on the convicted vendor list.

4.5.4 Authorized to do Business in the State of Florida: In accordance with sections 607.1501, 608.501, and 620.169, Florida Statutes, foreign corporations, foreign limited liability companies, and foreign limited partnerships must be authorized to do business in the State of Florida. Such authorization should be obtained by the bid due date and time, but in any case, must be obtained prior to posting of the intended award of the contract. For authorization, contact:

Florida Department of State Tallahassee, Florida 32399

(850) 245-6051

4.5.5 License to conduct services in the State of Florida: If the services being provided require that individuals be licensed by the Department of Business and Professional Regulation, such licenses should be obtained by the bid/proposal due date and time, but in any case, must be obtained prior to posting of the intended award of the contract. For licensing, contact:

Florida Department of Business and Professional Regulation Tallahassee, Florida 32399-0797

(850) 487-1395

4.6 Department Reservations and Responsiveness of Bids/Proposals

4.6.1 Valid Proposal: A responsive offer in full compliance with the Request for Proposal specifications and conditions by a responsible person or firm. The responsiveness of a bid/proposal shall be determined based on the documents submitted with the proposal.

Vendors shall submit the original and four (4) copies of the bid/proposal. The responsiveness of the bid/proposal is the responsibility of the Offeror and will be determined during the evaluation process.

a. Responsive offer means a person or firm that has submitted a bid/proposal and that conforms in all material respects to the Request for Proposal.

b. Responsible or qualified Offeror means a person or firm with the capability in all respects to perform fully the Contract requirements and the integrity and reliability to assure good faith performance. Failure to provide information to determine responsibility in response to a condition of a bid/proposal requiring information may be cause for such bid/proposal to be rejected.

4.6.2 General Reservations: The bidder should make sure that the bid package submitted is complete and accurate and ensure delivery on or before the bid opening time and date specified in this solicitation. It is understood that the bid/proposal will become a part of DMA's official file, without obligation to DMA. DMA reserves the right to accept or reject any or all bids/proposals received and reserves the right to make an award without further discussion of the bids submitted.

4.6.2.1 Additional Reservations:

a. Waive minor informalities and any minor irregularities in any Response or responses received. A minor irregularity is a variation from the RFP which does not affect the financials of the Response or give one Respondent an advantage or benefit not enjoyed by other Respondents or substantively change the requirements and/or specifications of this RFP or adversely impact the interest of DMA. Waivers, when granted, shall in no way modify the RFP requirements or excuse the Respondent from full compliance with the RFP specifications and other contract requirements if the Respondent is awarded the contract.

b. Reject any or all Responses, or any portion of any Responses.

c. Conduct discussions with responsible Respondents determined by DMA to have a possibility of being selected for award.

d. Withhold the award of Contract.

e. Select the Respondent it deems to be most qualified to fulfill the needs of the DMA. The Respondent with the highest proposed income may not necessarily be the one most qualified, since a number of factors other than cost are considered in the determination of the most acceptable Response.

f. We reserve the right to interview both concurrently and separately with short list Respondents.

4.6.3 Responsiveness of Bids: Proposals/bids will not be considered if not received by DMA on or before the date and time specified as the due date for submission. All proposals/bids must be typed or printed in ink. Offers by facsimile or telephone are not acceptable. A responsive proposal/bid is an offer to perform the scope of services called for in this RFP in accordance with all requirements of this RFP. Proposals/bids found to be non-responsive will not be considered. Proposals/bids may be rejected if found to be irregular or not in conformance with the requirements and instructions herein contained. A proposal/bid may be found to be irregular or non-responsive by reasons that include, but are not limited to, failure to utilize or complete prescribed forms, modifying the bid requirements, submitting conditional bids or incomplete bids, submitting indefinite or ambiguous bids, or executing forms or the bid sheet with improper and/or undated signatures.

Please refer to the last page of Attachment F for additional information regarding the review and evaluation process.

4.6.4 Other Conditions: Other conditions which may cause rejection of bids/proposals include, evidence of collusion among bidders, obvious lack of experience or expertise to perform the required work, failure to perform or meet financial obligations on previous contracts, or in the event an individual, firm, partnership, or corporation is on the United States Comptroller General's List of Ineligible Contractors for Federally Financed or Assisted Projects.

4.6.4.1 Conflict of Interest: This solicitation is subject to chapter 112 of the Florida Statutes.

Respondents shall disclose with their response the name of any officer, director, employee or other agent who is also an employee of the DMA. Respondents shall also disclose the name of any employee who owns, directly or indirectly, an interest of five percent (5%) or more in the proposing vendor’s company or its affiliates.

4.6.4.2 RFP Confidentiality: From the date of issuance of this RFP, until a proposal is made, the Respondent must not make available or discuss its proposal, or any part thereof, with any employee or agent of DMA, unless permitted by the Director of Procurement, in writing, for purposes of clarification only or as otherwise set forth herein.

4.7 Vendor’s Contractual Obligations

The Vendor will be required to ensure that each individual, partnership, firm, corporation or subcontractor that performs on this contract, will be subject to, and comply with, the contractual requirements.

4.7.1 Employment Eligibility Verification: Executive Order 11-02, signed January 4, 2011, by the Governor of Florida, requires contracts to expressly require that Vendor utilize the U.S. Department of Homeland Security’s E-Verify system to verify the employment eligibility of:

(a) All persons employed during the Contract term by Vendor to perform employment duties within Florida; and,

(b) All persons (including subcontractors) assigned by Vendor to perform work pursuant to this Contract, i.e., the Vendor must require its subcontractors to utilize the E-Verify system for its employees assigned to this Contract.

E-Verify is an Internet-based system that allows an employer, using information reported on an employee's Form I-9, Employment Eligibility Verification, to determine the eligibility of all new employees hired to work in the United States. There is no charge to employers to use E-Verify. The Department of Homeland Security’s E-Verify system can be found at:

http://www.dhs.gov/files/programs/gc_1185221678150.shtm

Compliance with the requirements of this section is required prior to commencing performance under any Contract issued as a result of this solicitation.

4.7.2 Unauthorized Aliens: The employment of unauthorized aliens by any contractor is considered a violation of Section 274A(e) of the Immigration and Nationality Act (8 U.S.C.

1324a). If the contractor knowingly employs unauthorized aliens, such violation shall be cause for unilateral cancellation of the contract.

4.7.3 Vendor Certification Regarding Scrutinized Companies: Section 287.135, Florida Statutes prohibits agencies from contracting with companies, for goods or services over $1,000,000.00 that are on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Section List. Both lists are created pursuant to section 215.473 Florida Statutes. The lists are updated quarterly and can be viewed at:

https://www.sbafla.com/media/5rjltjyy/2024_12_17_web_update_pfia_prohibited_list.pdf

4.7.4 Liability Insurance: The Vendor shall not commence any work until they have obtained the following types of insurance. Nor shall the Vendor allow any subcontractor to commence work on this project until all similar insurance required of the subcontractor has been so obtained. The Vendor shall submit the required Certificates of Insurance to the Florida Department of Military Affairs, Procurement Office, Attention: John Connor, 82 Marine Street, St. Augustine, Florida 32084 within ten (10) days after the ending date of the period for posting the intended award decision.

The successful Respondent shall be required to furnish a public liability policy of insurance protecting the public against bodily injury and property damage, worker’s compensation coverage and commercial blanket bond in accordance with the following schedule and conditions:

Coverage Minimum Limits of Liability A. Bodily Injury Liability $1,000,000 each accident B. Property Damage Liability $1,000,000 aggregate operations

(other than automobile) $1,000,000 aggregate protective https://www.sbafla.com/media/5rjltjyy/2024_12_17_web_update_pfia_prohibited_list.pdf

C. Worker’s Compensation Limit of liability as provided by Worker’s

Compensation Law, State of Florida D. Commercial Auto Liability $1,000,000 combined single limit E. Commercial Blanket Bond $500,000 F. Fidelity Bond $500,000 per claim

The public liability policy shall be properly endorsed with the “Hold Harmless Agreement” to save DMA, State officials and employees harmless and to indemnify DMA for any claim or liability to benefits under the Worker’s Compensation Law of Florida (Chapter 440, Florida Statutes) occasioned by an accidental injury.

The contractor shall secure and maintain during the life of this agreement, Worker’s Compensation Insurance for all his employees connected with the work of this project and in case any work is sublet, the Contractor shall require the subcontractor similarly to provide Worker’s Compensation Insurance for all the latter’s employees unless such insurance shall comply fully with the Florida Worker’s Compensation Law. In case any class of employees engaged in hazardous work under this contract at the site of the project is not protected under Worker’s Compensation statute, the Contractor shall provide, and cause each subcontractor to provide, adequate insurance satisfactory to the purchaser, for protection of his employees not otherwise protected. If there is an instance where the Contractor is subcontracting the required services with a vendor who is not required by Florida Statute to cover their employees by Worker’s Compensation, the Contractor must obtain prior approval of the subcontractor by the DMA.

Such policy or policies of insurance shall contain an endorsement giving the DMA Purchasing Department thirty (30) days written notice in advance of any material alteration or cancellation of the policy. Such policy or policies should contain a 3rd party rider showing the DMA as additional named insured.

All insurance policies shall be with insurers qualified and licensed to do business in the state of Florida. Such policies shall provide that the insurance is not cancelable except upon thirty

(30) days prior written notice to DMA.

DMA shall be exempt from, and in no way liable for, any sums of money which may represent a deductible in any insurance policy. The payment of such deductible shall be the sole responsibility of the Vendor or subcontractor providing such insurance.

4.8 Costs Incurred in Responding

This Request for Proposal does not commit DMA or any other public agency to pay any costs incurred by the bidder in the submission of a bid or to make necessary studies or designs for the preparation thereof, nor to procure or contract for any articles or services.

4.9 Bid/Proposal Submission

4.9.1 GENERAL

Sealed Proposals/bids will be received until (2:00 PM), local time, on February 27, 2025.

Proposals/bids received after that time and date will not be considered. By submitting a proposal/bid, the vendor represents that it understands and accepts the terms and conditions to be met and the character, quality and scope of services to be provided. The bidder/proposer must use the attached “Bid Sheet” to submit their Proposal/bid. All proposals/bids and associated forms must be signed and dated in ink by a duly authorized representative of the vendor. Each vendor must fully acquaint themselves with the conditions relating to the performance of services under the conditions of this solicitation.

The Vendor shall submit the original and four (4) copies of the bid/proposal. The RFP number, opening date and time should appear on the envelope of the proposal/bid. DMA does not currently accept electronic submissions. The evaluation process will begin immediately following the bid opening.

4.9.2 Mail or Deliver Sealed Proposals/Bids to: (DO NOT EMAIL)

Florida Department of Military Affairs

Attention: Neal Newton 82 Marine Street Saint Augustine, Florida 32084

4.9.3 Modifications, Re-submittal and Withdrawal

Vendors may modify submitted proposals/bids at any time prior to the due date. Requests for modification of a submitted proposal/bid shall be in writing and must be signed by an authorized signatory of the vendor. Upon receipt and acceptance of such a request, the entire proposal/bid will be returned to the vendor and not considered unless resubmitted by the due date and time. Vendors may also send a change in a sealed envelope to be opened at the same time as the bid. The RFP number, opening date and time should appear on the envelope of the modified proposal/bid.

4.9.4 Attachment to RFP Submittal – Confidential Material

The Vendor must include any materials it asserts to be exempted from public disclosure under Chapter 119, Florida Statutes, in a separate bound document labeled “Attachment to Request for Proposal, Number DMA-RFP-329-Confidential Material”. The Vendor must identify the specific Statute that authorizes exemption from the Public Records Law. Any claim of confidentiality on materials the Vendor asserts to be exempt from public disclosure and placed elsewhere in the proposal will be considered waived by the Vendor upon submission, effective after opening.

4.10 Bid/Proposal Opening

The sealed bids/proposals will be opened by the DMA’s Purchasing Office personnel at Saint Francis Barracks, 82 Marine Street, Saint Augustine, Florida 32084 on February 27, 2025, at 2:00 PM. The names and addresses of all respondents will be read at the opening.

DMA has chosen not to announce prices or release other materials pursuant to FS 119.071(1)(b). All bid openings are open to the public, if you plan on attending the opening, please plan accordingly as it may take a few minutes to clear the Guard check-in at the Main

Entrance on Marine Street.

4.11 Review, Evaluation and Negotiation Process

4.11.1 Review Process: DMA will conduct a comprehensive, fair, and impartial review and evaluation of all proposals received in response to this RFP in compliance with the due dates specified in the Timeline. Any proposal identified during the Purchasing Office’s review process as failing to meet mandatory responsiveness requirements of Section 4.5.1 and submission of the fully executed and completed mandatory forms will not be evaluated.

This section provides an overview of the proposal review and evaluation process. Items 1-4 will begin on the date and time specified in the Timeline, the evaluation of proposals may last for several days, No. Process Conducted By 1 Public Opening of Proposal Submissions Purchasing Office Staff 2 Review of Mandatory Responsiveness

Requirements of Proposal Submissions Purchasing Office Staff

3 Instructions are provided to the Evaluating Team Purchasing Office Staff 4 Evaluation of Proposal Submissions Begins Evaluation Team 5 Cost Proposal Score Tabulation Purchasing Office Staff 6 Evaluation of Financial Documents submitted Finance & Accounting Staff 7 Tabulation of Evaluating Team Scores Purchasing Office Staff 8 Ranking of Proposals – Short List – Posting of

Short List Purchasing Office Staff

9 Oral Presentations/Clarifications – Selection of Contractor

Purchasing Office Staff & Evaluation Team

10 Posting of Bid Tabulation and Notice of Agency Decision

Purchasing Office Staff

4.11.2 Evaluation Process: The DMA must be satisfied that the successful Respondent has the necessary expertise, experience and resource capabilities to satisfactorily perform the required services. An award will be made to a responsible respondent whose response, conforms to the RFP, and is determined to be the most advantageous to the state, price and other factors considered.

An Evaluation Committee hereinafter referred to as the “Committee”, will be appointed to review and evaluate each response submitted to this Request for Proposal (RFP). Responses will be evaluated by the Committee to determine a short list of companies whose written response best meet the evaluation criteria in this RFP. Those selected for the short list will continue in the evaluation process, which may involve site visits, food sampling, company presentations, company management team interviews and evaluation of the company’s proposal. Any response that does not provide complete, accurate, and detailed answers to each question, or which indicates the company prefers to defer providing complete details until a later stage in the process, may be declared non-responsive, and rejected without further evaluation. The Purchasing office staff will distribute a copy of the responses to each member of the Committee. The Committee members will independently base their evaluation of each response on the criteria stated herein.

4.11.2.1 Oral Presentations: After responses have been opened, a limited number of Respondents may be requested to make an oral presentation or provide written clarifications.

Such presentations or clarifications will provide an opportunity for the Respondent to clarify their response. Respondents will not be allowed to change their initial responses. Oral presentations may be recorded, and both recorded oral presentations, and written clarifications will be affixed to the Respondent’s original submission and become a part of the response. Purchasing Office staff will initiate and schedule a time and location for any presentations that may be required.

4.11.3 Proposal Process: The RFP process is a flexible procurement process that is used when highly specialized services are required. Proposals offer an opportunity for selected Respondent(s) to discuss their responses with an Evaluation Committee and present a proposal that may lead to an agreement. The goal of this comprehensive process is for identification of the optimal outcome or the solution that best meets the needs of the DMA.

4.11.3.1 Interviews with Respondents: To establish a Short List of Respondents, submitted responses will be evaluated, presentations may be requested, and references may be verified and reviewed. DMA will compare the responses according to the Evaluation Criteria defined in Section 6.0.

The short list respondents will be invited to continue in the proposal process. Interviews offer an opportunity for the selected respondents to discuss their proposal and responses in further detail with the evaluation committee. This allows the DMA to secure services which best meet its needs, at a highly competitive and favorable cost.

DMA has the right to enter into interviews with one or multiple Respondents that appear to have submitted response(s) that best meet the needs and requirements. The DMA reserves the right to interview concurrently or separately with short list Respondents. The DMA reserves the right to accept portions of a competing Respondent’s offering and merge such portions into one project, including contracting with the entities offering such portions.

At the conclusion of this evaluation process, a final Contractor may be selected.

4.11.3.2 Identical Evaluation (Tied Score) of Responses

In the event the evaluation process results in identical scores, DMA will select a respondent based on the criteria identified in Rule 60A-1.011 F.A.C. and applicable Florida Law.

4.12 Posting of Intended Award

4.12.1 General

DMA’s decision will be posted on the Florida Vendor Bid System on or about March 12, 2025 and will remain posted for a period of seventy two (72) hours at:

https://vendor.myfloridamarketplace.com (click on "Search Advertisements"), under this bid number for the posting. Any bidder who is adversely affected by the DMA's recommended award or intended decision must file protest in accordance with Florida Statute Section 120.57(3).

4.12.2 Inability to Post

If DMA is unable to post as defined above, DMA will notify all bidders by electronic notification on the Florida Vendor Bid System or by email.

http://www.myflorida.com/

4.12.3 Request to Withdraw Bid

Requests for withdrawal will be considered if received by DMA, in writing, within seventy-two (72) hours after the bid opening time and date. Requests received in accordance with this provision will be granted by the Department upon proof of the impossibility to perform based upon obvious error on the part of the bidder. Bidders that do not withdraw as stated above will forfeit their bid bond, if applicable.

4.13 Award of the Contract

The DMA reserves the right to award the contract to the responsible respondent submitting a responsive proposal based on the criteria listed in Section 6.0, and in the best interest of the State. Services will be authorized to begin when the Vendor receives a written document incorporating the terms and conditions of the solicitation, the vendor’s proposal/bid indicating the encumbrance of funds and award of the contract. There is no obligation on the part of the DMA to make an award as a result of this RFP.

5.0 Statement of Work

5.1 Introduction

The Contractor shall provide full Food Management Services for the operation of its dining/catering services within the Camp Blanding Conference Center located at the Camp Blanding Joint Training Center (CBJTC) in Starke, Florida. The Contractor shall have exclusive rights to the operation of the dining services section at this facility.

The conference room section may entertain catering options from the Contractor or from outside sources. The Conference Room and Bar will be managed by DMA/NAF Recreation Department staff. Outside sources will not have access to the Contractor kitchen.

Please note that other food options exist within the CBJTC site; there is a dining room provided for students of the Florida Youth Challenge Academy, a federally contracted dining facility at the Regional Training Institute (RTI), the Base Exchange (BX) has snacks, coffee, drinks, microwave items, and sandwiches. Excluding the BX and the other identified food options have participant restrictions that prohibit open use. CBJTC reserves the right to bring on other food services in the future. DMA does not anticipate other food service operations at this time but reserves the right to bring on other food services in the future.

The Contractor shall ensure that the facility is fully operational within the agreed upon timeframes (breakfast, lunch, and dinner, seven days a week) offering quality food with a variety of choices at a reasonable price and value. The Contractor shall provide good customer service, while demonstrating the ability to replace and/or rotate food concepts in a timely manner to keep the food service fresh, up-to-date, and to reflect customer preferences.

The Contractor will be proactive, innovative and creative in providing methods for identifying, renovating, and maintaining an attractive food service facility. The Contractor will be expected to contribute design services for the facility, and/or possibly a financial contribution for food service facility renovations/new additions.

5.2 Scope of Work

The Contractor shall provide full restaurant type services, with unrestricted use to customers, i.e. civilians, military personnel, guests and contractors. CBJTC is a military installation and does have access restrictions which can vary depending on tightened security levels. Also, in the event of a state activation for Defense Support of Civil Authorities (DSCA) (i.e.

hurricane, forest fires, etc.) the Contractor may be called upon to stay open beyond normal business hours and be prepared for a surge of customers.

Meal Plans The Contractor will provide a variety of meal options to meet the needs of its customers. The options should offer the customers flexible food choices and payment options (cash, credit, and debit). Customers should have several choices with a variety of pricing levels and/or the flexibility to choose complete meals, al carte items, sandwiches, etc. The Contractor will have the flexibility to purchase food without source or menu restrictions. The Contractor may be called upon to provide special menus for specific contracted groups during the life of the contract.

Catering The Contractor shall provide quality catering services for a variety of events. Services should include event planning and coordination as well as a variety of menu choices at competitive pricing. The Contractor may be requested to transport food and equipment to desired locations. The facility may be rented out for special events such as weddings, parties, etc.

Bar options may be made available in cooperation with the DMA/NAF Recreation Department staff.

Staffing/Employees The Contractor shall provide all staff necessary to fulfill the requirements of the food service facility operation. The Contractor’s employees shall be properly dressed presenting a clean neat and orderly appearance. The Contractor’s employees shall wear identifying uniforms and/or name tags at all times.

5.3 MANDATORY ON-SITE INSPECTION

There will be a mandatory on-site inspection visit for all prospective bidders. The on-site inspection will be held on February 2, 2025, at 2:30 PM EST, at the Camp Blanding Conference Center, Bldg #3717, 5629 State Road 16 West, Starke, Florida and will be conducted by John Connor or his designee.

The prospective bidder shall visit the site to become familiar with the site conditions in which in any manner affects the work to be done or affects the equipment, material, labor and services required. Directions may be obtained by contacting Neal Newton via email at neal.newton@dma.fl.gov or by calling at (904) 823-0243. Failure to attend the mandatory on-site inspection and complete the on-site inspection form shall preclude a prospective bidder from submitting a bid for this solicitation.

John Connor or his designee will NOT answer any questions pertaining to this solicitation.

Questions resulting from the site visit and verbal service descriptions will be addressed at the site visit. Any questions from vendors concerning this solicitation shall be submitted in writing, identifying the submitter, to John Connor and Neal Newton at the address specified in Sections 1.3/l.4 above or by email to John.D.Connor2.nfg@army.mil, and neal.newton@dma.fl.gov by 2:00 PM EST on February 6, 2025. All questions and/or changes to the solicitation will be posted on DMS Vendor Bid System (VBS). It is the prospective vendor’s responsibility to periodically check the VBS. DMA bears no mailto:neal.newton@dma.fl.gov mailto:John.D.Connor2.nfg@army.mil, responsibility for any delays, or resulting impacts, associated with a prospective vendor’s failure to obtain the information made available through the DMS Vendor Bid System.

INFORMATION WILL NOT BE PROVIDED BY TELEPHONE. Any information received via telephone shall not be binding on DMA and shall not be relied upon by any prospective bidder.

Failure by a bidder to attend or be represented at this mandatory site visit will constitute a non-responsive determination to their bid package. Bids found to be non-responsive will not be considered.

5.4 Contractor Responsibilities

The contractor shall provide full management services for the restaurant section of the Conference Center. This shall include at a minimum employees, equipment and facility maintenance, menu planning and catering. The contractor retains exclusive access to the kitchen at all times; however, the facility may be inspected at any time by Military Occupational Health Inspector and/or other staff identified or directed by the State Quarter Master. The Contractor is encouraged to market its service availability within the restaurant section of the Conference Center in accordance with terms and conditions of Section 5.8.2 below.

5.4.1 Employees

The Contractor shall provide all staffing necessary to fulfill the requirements of the food service facility operation. All Contractor employees shall wear identifying uniforms and/or name tags at all times. Uniforms and/or clothing shall present a neat and orderly appearance.

As part of that staffing, the contractor shall provide a designated Food Service Manager with the authority to communicate directly with the DMA contract manager or his/her designated representative with the authority to make immediate decisions regarding facility operations and/or employees. DMA shall have influence or direction involving the Contractor employees assigned to this facility based on the following guidelines:

A. Food Service Manager DMA reserves the right to be involved in the interviewing and selection of the Food Service manager. The final selection for Food Service manager must be approved by DMA, and such approval shall not be unreasonably withheld.

B. Removal of Personnel DMA reserves the right to request the removal of any Contractor personnel whom DMA identifies as not adequately qualified to perform the work or who has been identified as not adhering to appropriate site protocol. The Contractor must replace any employee determined by the DMA to be unsuitable for employment.

C. Qualified Staff The Contractor shall maintain a staff of capable employees thoroughly trained and qualified in the work assigned to them. There shall be sufficient numbers employed to efficiently operate dining services necessary to ensure appropriate levels of customer service. Personnel policies and manuals shall be consistent with federal and state laws and DMA/CBJTC directives. All employees must be verified by the Contractor to ensure their compliance with immigration and nationality acts and homeland security requirements. Evidence of qualifications stated for the Contractor’s employees should be made available to the DMA upon request.

D. Facility Maintenance The Contractor shall ensure that the facility is maintained in a clean and sanitized condition.

This includes the kitchen area, walk-in coolers, walk-in freezer, supply rooms, kitchen office, designated dining area and restrooms. DMA will ensure that kitchen equipment provided is in good working order for a period of 60 days from contract award. Any repairs after that time will be the responsibility of the Contractor.

The Contractor shall ensure and provide that the facility HVAC system is serviced for routine maintenance on a regular quarterly basis. Major repairs and/or replacement will be DMA's responsibility. A copy of the service report shall be provided to the Contract Manager quarterly upon completion of service and provide detail of what the service included.

Any and all facility modifications must be approved by the CBJTC public works section and the Contract Manager. Such modifications must be provided by fully licensed and insured contractors; if not provided directly by public works representatives.

DMA Recreation Department will be responsible for grounds maintenance and major building repairs (i.e. roof, HVAC system, etc.).

E. DMA Property DMA shall provide building space, some kitchen equipment and some kitchen supplies. The Contractor shall ensure that the property is maintained correctly and in good working order.

Any damage to property or kitchen equipment/supplies deemed the responsibility of the contractor; his employees or his customers will be repaired or replaced in a timely manner by the Contractor at his expense. In the event the repairs are not completed within a timely manner, DMA will have the authority to make the repair and charge it to the Contractor. Any identified damage determined not to be the responsibility of the Contractor will be repaired by DMA at DMA’s expense as quickly as possible with as little disruption as possible to the Contractor.

5.4.2 Financial Requirements

A. Financial Responsibility The Contractor shall have complete responsibility for the financial administration of the Food Service/Catering Operations as well as costs for utilities and services (i.e. electric, gas, trash services, unless otherwise negotiated as part of rental/lease fee) and Contractor incurred costs, i.e. grease trap and hood maintenance, equipment repair, linen costs, replacement of any DMA provided supplies or equipment lost or damaged, and the cost of any additional equipment required.

B. Operating Statement and Payment Within thirty (30) days following the last day of each monthly accounting period, the Contractor shall submit a detailed operating statement, indicating gross sales and net sales by unit for the preceding month along with a check for the following percentages:

2% of Monthly Net Sales under $29,999

3% of Monthly Net Sales between $30,000 and $49,999 4% of Monthly Net Sales over $50,000

C. Capital Investments Contractor is responsible for the capital investment required to design/build out all current and expansion space, to include permits or signage necessary during the design/built out period. Signage must be in accordance with CBJTC policies and must be approved prior to display. Approvals will be coordinated with the Contract Manager or his designee.

Any capital investments proposed by the Contractor shall become the property of the DMA at the end of the amortization period. The Contractor shall present detailed descriptions and drawings for the design of current Food Service operations space and future expansion to the CBJTC Facilities Manager for approval. Any and all facility improvements must be coordinated with the Contract Manager or his designated representative and if approved, must be provided by a licensed contractor authorized to provide such services. Also include in this section how projected growth will affect the Capital Investment.

D. Permits, Licenses, Taxes The Contractor shall procure all necessary permits and licenses and abide by all applicable laws, regulations, and ordinances of all federal, state, and local governments under which this contract is performed. The Contractor is responsible for any and all taxes and assessments arising out of the operation of the Dining Services including, but not limited to, payroll taxes, personal property taxes, franchise taxes, sales and use taxes and income taxes.

5.5 DMA Contract Manager Responsibilities

The Contract Manager, or his designee, will be the primary point of communication with…